Starting with your 12‑month supply picture

• How many months of forward supply are you aiming to secure in the next procurement cycle? Options: 3 months, 6 months, 9 months, 12 months, 18+ months
• Which origins are you actively considering for the coming season? Options: Black Sea region, North America, South America, Australia, Multiple origins, Other
• Tell me about the procurement committee's primary success metric for the 12‑month program Options: Cost per ton, On-time delivery rate, Quality acceptance at discharge, Total landed cost vs domestic, FX risk within budget, Other
• Who on your side owns FX policy and approval for forward contracts? Options: Treasury, Procurement, Finance/CFO, Shared committee, Other
• When was the last time a forward delivery default forced an emergency spot purchase, and what did it cost you?
• How often do you use a trial vessel as a gating step before awarding seasonal volumes? Options: Always, Usually, Sometimes, Rarely, Never

Where delivery risk really lives

• If one confirmed vessel failed to load on schedule, what would stop your plant from exhausting safety stock within the contract period?
• How do you rank the causes of past delivery failures in order of frequency? Options: Inland logistics delays, Terminal congestion, Vessel availability, Export paperwork errors, Trade policy disruption, Other
• Describe the typical buffer you plan in days or tons to absorb a single missed shipment Options: No buffer, 1-3 days / 0-5% tonnage, 4-7 days / 5-10% tonnage, More than 7 days / >10% tonnage
• Who is notified first at your company when a shipment ETA slips beyond 72 hours? Options: Procurement director, Operations/Plant manager, Logistics coordinator, Treasury, Other
• To what extent would an origin with direct elevator and terminal control change your decision versus a trader who lacks that infrastructure? Options: Decisive factor, Important but not decisive, Neutral, Minor factor, No impact
• Could a contractual delivery guarantee reduce your internal approval time to commit to seasonal volumes? Options: Yes, significantly, Yes, somewhat, No change, Unsure

Logistics constraints that quietly slow projects

• What's the single port or terminal limitation that would make you walk away from an origin regardless of price?
• How many nominated inspection providers do you accept at discharge without renegotiating quality terms? Options: One only, Up to two, Up to three, No limit if accredited
• When your inland carrier performance slips, how long before your production schedule is impacted? Options: Less than 24 hours, 1-3 days, 4-7 days, More than a week
• Which documentation errors have caused the biggest customs delays for you in the past year? Options: Incorrect certificate of origin, Misstated weights, Missing phytosanitary, Bill of lading discrepancies, Other
• Are there terminal access or equipment constraints at your destination we should plan around? Options: Yes, draft or berth constraints, Yes, limited handling equipment, No constraints, Unsure

Quality and claims, the things that cancel future shipments

• What's the defect at discharge that would trigger a formal claim and could cancel future shipments from a seller?
• Tell me about the quality tests you run at discharge and which parameter you have no tolerance for Options: Moisture, Foreign matter, Test weight/hectoliter, Protein/germination, Mycotoxins, Other
• How often have you escalated quality disputes to arbitration in the past two seasons? Options: Never, Once, 2-3 times, More than 3 times
• Walk me through the claim response process you expect from a seller after a failed discharge inspection
• Would having an agreed inspection provider nominated in contract speed resolution and reduce your penalty exposure? Options: Yes, Maybe, No
• Do you run holdback amounts or retainage against disputed shipments, and what percentage is typical? Options: No holdback, 1-2%, 3-5%, More than 5%

What could derail this before it starts

• If trade policy reversed and the destination closed to imports mid-season, what contingency would prevent you from losing production days?
• In your last procurement cycle, which approvals took the longest? Options: Board or committee, Legal/contracts, Treasury/FX, Operations, Procurement QA, Other
• Why would your team choose the incumbent supplier over a new seller despite a price advantage? Options: Proven delivery reliability, Established credit terms, Simpler documentation, Existing relationships, Other
• Do you have internal plans to solve logistics gaps without a third party this season? Options: Yes, fully internal, Partially internal, No, we need partners, Undecided
• List the roles who must sign to greenlight a pilot vessel Options: Procurement Director, Operations Manager, Treasury, Legal, CEO/Board, Other
• To what extent would a failed pilot extend your procurement timeline? Options: Delay by weeks, Delay by months, Cancel origin and retender, No change

Who else is trying to solve this for you

• List the other suppliers or internal options you are seriously weighing for next season Options: Incumbent trader, Internal export program, Regional exporter without infrastructure, Major trading house, Other
• Describe the proof points that would keep you with your current supplier instead of switching
• Would an internal 'fix it ourselves' plan require capital or new contracts to be viable? Options: Capital investment, New carrier/terminal contracts, Hiring experienced staff, No, existing resources suffice, Unsure
• Are there internal advocates who favor staying with the incumbent, and what are their reasons? Options: Cost predictability, Delivery reliability, Existing credit terms, No strong advocates, Other
• Name the internal role that would have authority to approve seasonal volumes if the pilot succeeds Options: Procurement Director, CFO/Treasury, Procurement Committee, CEO/Board, Operations
• Why would you switch from your current approach to an external partner this season?

Decision signals, budget, and timing you cannot ignore

• Could internal approvals still block a quick award even if the pilot proves the numbers? Options: Yes, legal review, Yes, treasury/FX limits, Yes, board approval, No, ready to award, Unsure
• Provide the size of pre‑allocated budget for forward grain purchases this fiscal year, in your preferred currency
• By which month must the pilot arrive to meet your procurement calendar? Options: Within 1 month, 1-2 months, 2-3 months, More than 3 months
• Name the team that handles FX hedging and approvals Options: Treasury, External bank, Finance/Controller, Shared
• How much would agreed insurance and delivery guarantees shorten legal review time? Options: Significantly, Somewhat, No effect, Unsure

Operational readiness and integration constraints

• Identify the missing internal capability that would force us to pause implementation until you solve it Options: No API/ERP connectivity, Insufficient headcount, No legal approval process, Lack of terminal access, Other
• Provide the number of people you would dedicate to managing the pilot and ongoing seasonal coordination
• Confirm whether you have APIs or file exchange options for manifests, invoices, and shipment updates Options: API available, File-based exchange (SFTP/EDI), No integration required, Unsure
• Explain any regulatory approvals or certificates that could gate shipment acceptance at your end
• Is your team prepared to pause the pilot if terminal nomination or inspection constraints cannot be met within two weeks of booking? Options: Yes, No, Depends on constraint, Unsure

Acceptance criteria and the deal‑stopper questions

• Identify the single acceptance failure that would immediately prevent you from expanding to seasonal volumes
• Specify the measurable thresholds you require for moisture, foreign matter, and test weight to pass a trial shipment
• In your view, how many consecutive successful trial shipments would your committee need before awarding seasonal volumes? Options: One, Two, Three, More than three
• How much do financial instruments like standby letters of credit or bank guarantees change the level of trust required? Options: Significantly, Somewhat, Minimal, No effect
• How would a 25% spike in freight costs change your decision if the pilot meets quality and documentation targets? Options: Proceed as planned, Delay award, Re-negotiate price, Cancel and re-tender, Unsure
• In practice, who signs the final contract if terms align with your acceptance criteria? Options: Procurement Director, CFO/Treasury, Procurement Committee, CEO/Board, Other

Next steps and the pilot success checklist

• Assuming we deliver on the pilot, what would accelerate you to sign seasonal volumes within 30 days?
• How fast can your team mobilize required documents, terminal nominations, and inspection instructions for the pilot? Options: Within 48 hours, 3-7 days, 2 weeks, Longer than 2 weeks
• Pick the KPIs we should report in weekly pilot updates to keep your leadership comfortable Options: On-time ETA vs planned, Discharge quality metrics, Documentation accuracy, Claim response time, Freight cost variance, Other
• Will you need a pre-specified escalation path and named operational contacts documented before we book the vessel? Options: Yes, Maybe, No
• How quickly would you expect us to move to sign and schedule seasonal shipments if the pilot hits all acceptance criteria? Options: Within 7 days, Within 30 days, Within 60 days, Longer / needs further review

• Export Supply Walkthrough

• Confirm the current state and cost
• You confirm the demonstrated logistics and contingency steps remove the loading and delivery failure modes you described.
• Provide your destination quality specifications and internal acceptance tolerances for trial shipments.
• You confirm the documentation controls shown will prevent the kinds of document errors that caused prior discharge delays or claims.
• Walk through origin-to-vessel logistics timeline
• Seller to deliver a case runbook showing the end-to-end origin-to-vessel timeline for the proposed loading window and copies of the sample export documentation within three business days.
• Agree on the inspection provider and the trial vessel loading window so the seller can proceed with terminal reservations and vessel nomination.
• You agree on the acceptance criteria for the trial vessel and the remaining evidence needed to move to a seasonal commitment.
• Prove documentation and trade flow accuracy
• Demonstrate quality assurance and discharge acceptance
• You acknowledge the seller deliverables required before vessel nomination can proceed.
• Buyer to confirm any treasury constraints on payment timing or FX management that must appear in the commercial terms.
• Show payment terms and FX/claims recourse
• Validate that this matches your needs

• Export Supply Walkthrough
• Solution Experience Deck
• Solution Brief — Export Supply Walkthrough

• meeting
• slides
• document

• Origin Grain Procurement and Contracting
• Pre-Shipment Sampling and Laboratory Testing
• Inland Transport to Port Terminal
• Port Terminal Loading and Throughput Management
• Vessel Chartering and Cargo Stowage Execution
• Export Documentation and Bill of Lading Issuance
• Phytosanitary Certification and Regulatory Clearance
• Cargo Insurance Placement and Claims Support
• Destination Port Sampling and Quality Claims Handling
• Trial Vessel Shipment Execution
• Seasonal Forward Shipment Program Fulfillment
• Buyer Credit Management and Payment Facilitation
• Freight Procurement and Freight Cost Pass-Through

Origin Grain Procurement and Contracting

• What contracted grade(s) and specification sheets (for example Hard Red Winter, Milling Wheat, Feed Corn with max moisture and protein targets) do you require in the sales contract?
• What delivery basis do you prefer — e.g., FOB vessel at origin terminal, CIF named port, or delivered ex-warehouse — for initial trial and for seasonal roll‑out? Options: FOB vessel at origin terminal, CIF named destination port, Delivered Ex-warehouse / DDP, Other (describe)
• What minimum and maximum quantity per contract and allowable tolerance per vessel lot (metric tons and percent tolerance, e.g., 25,000 MT ±3%) do you need included in the scope?
• Which commercial pricing reference must appear in the contract (export net-back, local spot index, specified CIF/FOB benchmark), and do you require a formula clause for freight/FX pass-through? Options: Export net-back to origin elevator, Local domestic spot index plus uplift, CIF/FOB benchmark price formula, Require freight/FX pass-through clause, Other (describe)
• Who is your authorized signer for trade confirmations and contract amendments (title and contact role) and who in your team will handle QA/claims escalation?
• What contract-level risk items must be explicitly handled in scope (for example force majeure definitions for export bans, minimum inventory release windows, and penalties for failure to load by NOR window)?

Pre-Shipment Sampling and Laboratory Testing

• What pre-shipment sampling protocol do you require (for example official elevator composite sample per ISO/ICC standard, grab vs incremental sampling frequency)? Options: Official composite per ISO/ICC, Incremental / mechanical sampler at elevator, Grab samples only, Other (describe)
• What laboratory analyses must be performed on the pre-shipment sample (moisture %, foreign matter %, protein, falling number, mycotoxins with thresholds) and which results will be contractual? Options: Moisture %, Foreign matter / dockage, Protein / gluten, Falling number, Mycotoxin panel (specify), Other (describe)
• Which party nominates the independent lab or inspection provider for certificate issuance, and do you require a nominated list or open nomination via the platform? Options: We nominate independent inspector, You nominate inspector, Use platform nominated providers, Open nomination (mutual agreement)
• What turnaround time do you require for issuance of the pre-shipment certificate of analysis (for example within 48 hours of sampling)? Options: Within 24 hours, Within 48 hours, Within 72 hours, Custom turnaround (describe)
• How will you accept lab reports — scanned PDF certificate, authenticated digital report, or original hardcopy — for use in release/document matching at destination? Options: Scanned PDF certificate, Authenticated digital report (signed), Original hardcopy on arrival, Combination (specify)
• Do you require a baseline lab audit or certificate review before the first load (for example verification of test method and limits for mycotoxins)? Options: Yes, No

Inland Transport to Port Terminal

• Which origin collection points will be used (list elevators or depots by region) and what are the truck/train loading capacities at each (MT per day)?
• What lead time and booking window do you need for inland transport to meet terminal ETA windows (for example 7 days before vessel ETA)? Options: 3 days, 5 days, 7 days, Custom (describe)
• What loading documentation must accompany each truck/train delivery to the terminal (weighbridge ticket, consignment note, certificate of origin), and who provides each document?
• What average journey times and seasonal variation (peak harvest delays in days) should we plan for when estimating buffer between booking and loading?
• Do you require temperature or moisture monitoring during inland transit (for example sealed moisture checks or in-transit sensors)? Options: Yes, No, Optional — for selected cargoes
• Who will manage claims for inland damage or shortage — your logistics team or the platform/seller operations — and what SLA do you expect for initial response? Options: You manage claims, We handle claims, Shared handling (specify), SLA: 24/48/72 hours

Port Terminal Loading and Throughput Management

• Which origin terminal(s) are acceptable for loading and what is the maximum daily throughput (MT per day) and berth availability window at each?
• What loading tolerances and sampling procedures at the terminal do you require (for example rotational sampling during loadout, sample frequency per 5,000 MT)?
• What notice of readiness (NOR) and laytime rules do you accept in the bill of lading terms (for example NOR from berth arrival vs NOR at anchorage)? Options: NOR at berth arrival, NOR at anchorage, Custom clause (describe)
• What fumigation or pest-control steps must be performed at the terminal prior to loading and what certificates do you require to confirm fumigation? Options: Fumigation certificate required, Pest-control treatment required with report, No fumigation required, Other (describe)
• Do you require nominated terminal photos, loading line diagrams, or real-time scooping reports during the load as evidence for quality and stowage? Options: Terminal photos and loading logs, Loading line diagram, Real-time sampling reports, No additional evidence required
• Who must be on the operational contact list for terminal loading issues (title and phone/email), and who will authorize demurrage claims?

Vessel Chartering and Cargo Stowage Execution

• Which vessel size and type do you prefer for initial trial and subsequent season shipments (e.g., Supramax 50-60k MT, Panamax 65-80k MT), and what are acceptable age/fuel type constraints? Options: Supramax 50-60k MT, Handysize 25-40k MT, Panamax 65-80k MT, Other (describe)
• What earliest and latest ETA windows are acceptable for vessel berthing at the destination port (for example +/- 5 days around requested discharge window)? Options: +/- 3 days, +/- 5 days, +/- 7 days, Custom (describe)
• What stowage factor or loading plan constraints must be observed for your processing facility (for example single-hold segregation for different grades, separation by fumigation status)?
• Who will issue the Notice of Readiness (NOR) and who will be the party responsible for arranging vessel arrival documentation and berth clearance? Options: We issue NOR, You issue NOR, Platform coordinates (specify)
• What demurrage/dispatch thresholds are acceptable and how should these be calculated in the charter party (time allowed vs laytime exceptions)?
• Do you require a nominated marine superintendent or surveyor onboard during loading and, if so, do you have a standing provider list or a preference for platform-nominated surveyors? Options: Nominated superintendent required, Platform-nominated surveyors acceptable, No superintendent required

Export Documentation and Bill of Lading Issuance

• Which documents must be delivered with the shipment at or before sailing (for example commercial invoice, packing list, bill of lading, certificate of origin, fumigation and phytosanitary certificates)? Options: Commercial invoice, Packing list, Bill of Lading, Certificate of Origin, Fumigation certificate, Phytosanitary certificate, Other (describe)
• What exact bill of lading terms do you require (straight vs order, consignee details, notify party, endorsement conditions) and what is your acceptance window for unsigned/banker copies? Options: Order B/L, Straight B/L, Telex release allowed, Signed original required on arrival
• When do you require the commercial invoice and full export document pack to be uploaded to the shared channel relative to vessel departure (for example by ETD, within 24 hours of sailing)? Options: By ETD, Within 24 hours of sailing, Within 48 hours of sailing, Custom (describe)
• How do you prefer documents to be authenticated and exchanged (digitally signed PDF via platform, couriered originals, or bank escrow release)? Options: Digitally signed PDF via platform, Couriered originals, Bank escrow release, Combination (specify)
• Who on your team must review and confirm the bill of lading details before release (title and contact), and what is your required review SLA?
• Do you require any special endorsements on the bill of lading for finance/letter of credit usage (for example clausing for partial shipment or transshipment)? Options: Clausing for partial shipment, Allow transshipment, No special endorsements, Other (describe)

Phytosanitary Certification and Regulatory Clearance

• Which destination phytosanitary regime and specific import permits apply to your facility and must be reflected in the scope (for example destination country phytosanitary requirements and pre-notification windows)?
• What specific phytosanitary or fumigation statements must appear on certificates (treatment used, active ingredient, date of treatment) and do you require laboratory residue statements?
• When must the phytosanitary certificate and import permit copies be provided relative to vessel arrival (for example 48 hours before berthing)? Options: 48 hours before berthing, 24 hours before berthing, By ETA, Other (describe)
• Who will be responsible for clearance at destination — your nominated broker, our nominated agent, or a jointly agreed provider — and what contact details should be recorded? Options: Your nominated broker, Our nominated agent, Jointly agreed provider
• Do you require pre-shipment phytosanitary audits or verifier statements on the export farm/elevator operations before loading? Options: Yes — audit required, No — not required, Conditional (specify)
• Are there quarantine holdback conditions or additional testing at destination (for example seed screening) that must be included in transit timing estimates? Options: Yes — quarantine testing expected, No additional destination holdback, Unknown — need assistance

Cargo Insurance Placement and Claims Support

• What level of cargo insurance coverage do you require for the trial vessel and for seasonal shipments (for example Institute Cargo Clauses A or named perils and insured value as CIF/FOB)? Options: ICC A (All Risks), Named perils only, Value as CIF, Value as FOB, Other (describe)
• Who will be the insured party on the policy (the buyer, the seller, or jointly), and who will initiate claims for loss/damage at destination? Options: Buyer insured, Seller insured, Joint insured, Claims handled by platform
• What deductible/waiver thresholds do you accept for cargo claims (for example percentage of claim or fixed MT threshold)?
• What documentary evidence will you accept to support an insurance claim at discharge (independent survey report, port receiver sample, bill of lading remark, sealed hold evidence)? Options: Independent survey report, Port receiver sample, Bill of lading remark, Sealed hold evidence, Other (describe)
• Do you require our claims-support service to manage insurer engagement and document submission, or will your insurance broker handle filing? Options: We handle claims support, You handle via your broker, Shared handling (specify)
• What target response time do you expect for first acknowledgement of a cargo claim (for example 48 hours after claim submission)? Options: 24 hours, 48 hours, 72 hours, Custom (describe)

Destination Port Sampling and Quality Claims Handling

• What destination sampling and inspection protocol will be used at discharge (for example number of receiver samples per hold, official government sample procedure) and which of those results are contestable?
• What measurable acceptance thresholds at discharge will constitute a specific quality claim (for example moisture > specified %, foreign matter above agreed tolerance, mycotoxin exceedance)?
• Who will be your nominated receiver surveyor or testing laboratory at the destination port for claim verification, and do you require mutual nomination rights?
• What documentation must accompany a quality claim (for example receiver lab report, discharge survey, photographs, bill of lading remarks) to trigger investigation and remediation? Options: Receiver lab report, Discharge survey, Photographs, Bill of lading remarks, Other (describe)
• How quickly do you require the trader to acknowledge and initiate an investigation into a quality claim and what SLA do you require for provisional response? Options: Acknowledge within 24 hours, Acknowledge within 48 hours, Acknowledge within 72 hours, Custom (describe)
• What compensation or remediation remedies do you expect if a claim is validated (replacement shipment, financial adjustment per MT, or agreed settlement formula)? Options: Replacement shipment, Financial adjustment per MT, Agreement on settlement formula, Other (describe)
• What acceptance criteria will validate a resolved quality claim for the trial vessel (for example receiver lab confirmation within agreed tolerances and written settlement) ?

Trial Vessel Shipment Execution

• For the trial vessel, what exact vessel-lot quantity, grade, and loading window do you want to commit to as the test shipment (e.g., 25,000 MT Milling Wheat, load October 10-20)?
• Which operational checkpoints do you require during the trial (for example pre-loading sample release, loading photos, bill of lading preview, pre-sailing document package)? Options: Pre-loading sample release, Loading photos and line-up, Bill of lading preview, Pre-sailing full document package
• Who will have primary operational ownership for booking, NOR, and discharge coordination during the trial (provide title/contact role)?
• What escalation path and contact list do you require if schedule, quality, or documentation issues arise during the trial voyage (for example emergency ops contact, commercial lead, and legal)?
• What metrics will you use to evaluate trial execution success for scaling (for example on-time sailing vs contract ETA, documentation completeness rate, discharge quality conformity)?

• desired_state
• current_state
• decision_readiness
• success_criteria
• gaps
• stakeholders
• gaps
• stakeholders
• desired_state
• decision_readiness
• success_criteria
• current_state
• gaps
• desired_state
• success_criteria
• current_state
• stakeholders
• decision_readiness
• decision_readiness
• decision_readiness
• decision_readiness
• decision_readiness

• Seasonal Supply Agreement
• Trial Shipment Order Confirmation
• Payment & FX Addendum
• Performance Security & Payment Guarantee
• Insurance & Cargo Risk Schedule
• Quality Acceptance & Claims Protocol
• Delivery Guarantees & Liquidated Damages Annex
• Force Majeure & Trade Policy Contingency Rider
• Governing Law & Dispute Resolution Agreement

• Go-live health check, trial shipment
• First measurement review, initial outcome read
• Acceptance gate review, trial decision
• Quarterly operational review, seasonal program

• Close or escalate unresolved quality claims via the shared claims channel and document next steps.
• Restate acceptance criteria and numeric targets
• Produce a documented acceptance decision with pass/fail status for each Solution Scope criterion and a recorded named signatory where required.
• Confirm the incumbent supply channel is either decommissioned or formally retained read-only with data archived or migrated as recorded.
• Agree remediation tasks and deadlines for any failed criteria such that scaling can only proceed after completion.
• Publish the acceptance decision record with attached supporting data and the named signatory.
• Execute the incumbent decommissioning or retention plan and publish the archive/migration completion notice.
• Document and circulate remediation plans for failed criteria with target completion dates.
• Quarterly performance dashboard
• Confirm seasonal program performance for shipment quality and on-time arrival remains within Solution Scope targets or identify deviations requiring remediation.
• Ensure all open quality claims are either resolved or have an agreed remediation timeline.
• Agree up to three operational improvements to trial in the next quarter and record their success criteria.
• Publish the quarterly performance report with flagged deviations and recommended corrective actions.
• Update the inspection provider nomination or documentation checklist where performance gaps are identified.
• Reconfirm acceptance criteria and owners
• All critical operational blockers from the trial are documented with remediation tasks and target resolution dates.
• Confirmation that the shared quality-claims channel and escalation path are established and accessible to both parties.
• Publish the trial shipment health summary including a list of open issues and remediation deadlines.
• Provide corrected documentation packages and a timeline for any outstanding export papers.
• Create the shared quality-claims channel and circulate access instructions and escalation rules.
• Present early outcome data vs Solution Scope
• Establish whether early KPI trends for percentage of shipments accepted at discharge and average time to resolve quality claims are on track toward Solution Scope targets.
• Agree a concrete remediation plan with dates that brings all failing metrics into the acceptance window before the acceptance gate.
• Identify any treasury or documentation process fixes needed to prevent payment or FX settlement issues on subsequent shipments.
• Deliver a root cause analysis for each metric gap and a proposed corrective action list.
• Submit corrected or missing export documentation and confirm issuance dates for final shipping papers.
• Publish a timeline to the acceptance gate showing when each remediation will be complete.
• Operational completion review
• Open quality claims and resolution status
• Operational performance detailed review
• Present outcome data against each criterion
• Document pass/fail per criterion and record signatory
• Treasury and payment validation
• Documentation and payment audit
• Early signals and inspection notes
• Open issues and blockers
• Agree corrective actions and timeline to acceptance gate
• Incumbent supply wind-down confirmation
• Continuous improvement backlog
• Agree immediate remediation actions
• Agree remediation plan for any failed criteria